How does the Visitor Management System work?
How does the Visitor Management System work?
Visitor Management System is an automated system that keeps track of visitors and updates them without requiring any third-party involvement. It digitizes everything related to check-in, from visitor logs to reviewing and collecting feedback from visitors. In short, the visitor management system works to eliminate all the problems that occur when companies rely on paper registers to record visitors’ details.
To manage visitors, many organizations still rely on outdated and inefficient systems like visitor sign-in sheets. But at a time when technology is improving nearly every aspect of our lives, why aren’t guest management tech advancements more widespread?
What is visitor management system?
Workplaces experience a steady flow of visitors, including business associates, job applicants, delivery people, contractors, and members of the employee family. A visitor management system (VMS) tracks visitors’ arrivals, departures, and movements throughout a protected area, enhancing security, safeguarding privacy, and streamlining visitor processes. Combining visitor management software, hardware, and databases allows preregistration, effective communication, express check-in, interactive mapping, and efficient visitor management workflows.
How VMS works in a Business Park?
The term ‘business park’ refers to a building that contains several offices of different companies. Every day, hundreds of thousands of people visit a business park. An effective visitor management system is therefore crucial for such office complexes.
The visitor management system at a business park works using three step sign-in/sign-out procedure.
1. Employee or guest sign-in
Employees and guests can sign-in in a variety of ways when they arrive at reception. It is possible to automatically sign in employees as they enter the geofence, using an access control system, a kiosk, or a member of the reception team.
Guests can sign in via the receptionist, a self-service kiosk, or a QR code. By using the chosen sign-in method, the employee or guest enters their identifiable information, including who they are visiting, and answers any compliance questions.
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Host Notification
It is very helpful to connect the visitor with their contact person as soon as possible to speed up the reception process. As soon as the guest checks in, the host is automatically notified that the guest is on-site and should make their way to the reception to greet them. Many visitor management systems, such as truMe VMS, offer a host notification system that sends an alert to employees using the communication vehicle of their choice. It can include voice calls to landlines or mobile phones, text messages, emails, or message on App.
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Guest sign-out
The check-out process is just as important as the check-in process. It is essential for guests to sign out as they leave the location in order to ensure accurate record-keeping and to know who is on-site in case of an emergency. It is possible for guests to log out using the same methods they signed in; receptionist, security guard, self-service kiosk, or QR code. It is imperative that the software is capable of recording who is on the premises. It should record the amount of time they spent in the building, what locations they visited, and what time they left.
How does truMe’s visitor management app help business parks?
truMe’s visitor management system comes with the following benefits:
- Supports unlimited users
- No queues, no paperwork, no wait time, no friction
- Multiple contactless options to register/ invite visitors
- It’s cloud-based software with a straightforward interface. With a good internet connection, anyone can manage it from any location.
- It’s self-service so it does not require operation by the receptionist or security guard.
- Complete privacy for the visitors
- Live Access View to the security staff – at location or away from location
- Employees can invite their visitors, avoiding pressure on reception/ receptionist
- detailed access reports on the relevant parameters can be generated.
The visitor management system ensures that all guests are identified, welcomes them to the premises, notifies the guests of their arrival, and monitors their movements at all times.
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